FORM – PSR v2
Monthly Project Status Report
Project Name
Timetabling and Space
Management
IS Project Code
IS-0117
Project Manager
Alec Coleman
Project Sponsor
Sandy Lynam
Report Period From
1 May 2010
Report Period To
31 May 2010
RAG Status
Red
Report Number
16
Milestones (as outlined in Section 14 of the
PPD)
Planned Date
(from PPD)
Expected Date
Date Completed
Technical Architecture installed for Pilot
Phase 2
17/8/09
1/9/09
1/9/09
TSM staff trained on Enterprise by Scientia
30/9/09
30/9/09
16/9/09
Syllabus Plus Data Adapter operational for
integration with SITS
30/9/09
30/09/09
30/09/09
Timetabling Principles agreed by Project
Exec
30/9/09
2/10/09
2/10/09
Testing on Syllabus Plus on Development
system Prior to commencement of Pilot
5/10/09
9/10/09
29/10/09
Pilot commenced
5/10/09
12/10/09
29/10/09
In-house basic training completed for all pilot
users
29/10/09
10/11/09
5/12/09
Scientia Web Server operational for Pilot
13/11/09
13/11/09
13/11/09
(prototype)
Web Data Collector operational for Pilot
13/11/09
13/11/09
13/11/09
(prototype)
Web Room Booking available for initial tests
11/11/09
11/11/09
11/11/09
(prototype)
Core System implementation and pilot Timetabling Team to be able to generate
timetable for semester 2 for pilot areas using
new software
20/12/09
20/12/09
20/12/09
Pilot completed and documented
10/2/10
28/2/10
10/3/10
Scientia Web Server Operational
11/1/10
11/1/10
11/1/10
Pilot faculties to have amended 2009/10 T&R
and staff constraints information forms to
reflect 2010/11 requirements. Other faculties
to complete these forms.
5/4/10
12/4/10 due
26/4/10 some
still outstanding
at 5/5. Some
still being
Tasha advised
that everything
expected has
been received as
of 19/5/10
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received as
new courses
still coming in
from FHSC as
at 28/5.
Implement Reporting
30/5/10
30/7/10
Complete Pilot Evaluation of Web Room
Booking
30/5/10
24/6/10
System Available for internal publication of
timetable to Faculty Timetablers using
Enterprise Timetabler in QA environment
21/5/10
21/5/10
21/5/10
E-Vision/SWS available for TSM team to
view the timetable internally
21/5/10
21/5/10
28/5/10
Staff trained on S+
28/5/10
28/5/10
28/5/10
Agree preferred timetable presentation option
to students
28/5/10
7/6/10
Provide Timetable to faculty timetablers
5/7/10
5/7/10
Final timetable signed off by faculties (date
28/7/10
26/7/10
30/7/10
30/7/10
30/07/10
30/07/10
30/7/10
30/9/10
30/7/10
30/11/10
moved forward slightly by Linda Parkes 7/6/10)
Timetable for the whole 2010/11 year
published to students
(Milestone revised dates agreed by Project Executive Board Jan
2010)
Handover fully
production use.
operational
system
into
Implement Web Room Booking
(Milestone revised dates agreed by Project Steering Group meeting
21/4/10)
Pilot Web Data Collection Oct-Nov 2010
(Milestone revised dates agreed by Project Executive Board meeting
10 Mar 2010)
Progress achieved this period
The project moved from a status of Amber to Red in March and April because although we have
received Faculty pathway and module data, the curriculum rationalisation project has meant that
substantial revisions will need to be made which will take some time to achieve and thus impact our
ability to deliver the timetable.
At the Executive Board on 12th May, SB advised that the decision reached at the recent CMT meeting
was that courses listed at CMT will be timetabled and those not listed won’t be timetabled. The focus
must be on getting the timetable up and running. The missing FHSC info would be sorted out by COP
12th May. This was actually received from FHSC on 19th May.
On 14th May, Academic Office duly loaded all known modules into SITS and these modules were duly
imported into the S+ 2010/11 database. The impact of the delay is still being felt and therefore a status
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of Red remains as there is still considerable work to do to achieve the 30 July Milestone and any
further unexpected problem could delay things in this critical phase.
Business Analysis

McRaymond has only spent 5 days on the project during May due to annual leave and other
project work.

Following agreement by the Steering Group to option 3 in McRaymond’s paper on displaying
TT options to students. ISMS have developed a solution and McRaymond has produced a
paper giving screenshots of the two available approaches on 28/5. One using E-Vision and
one using .Net. These options will need to be given to students by TSM team.

Updated BRD and emailed to Tasha for agreement mid-May.

Updated benefits management spreadsheet. Work ongoing.

Tasha has commenced work on to-be business processes (ongoing).
Meetings Held

Weekly TSM/ISMS Wednesday working group meetings to ensure operational alignment on
pre-agreed tasks.



HoD meeting 5th May
Executive Board 12th May
No technical Sub Group meetings were needed in May as Rhys is working closely with the
team and Operations.
Progress from TSM team

TSM team trained all notified Faculty Timetablers during May. There are some others in FHSC
that have recently been notified.
 Not all T&R forms and staff constraint forms were received by the deadline and to date some
are still being chased to gain correct information. Without a complete set of information the
scheduling process for 2010/11 academic year timetable cannot be started and this puts the
release date of 30th July in jeopardy. Faculties worked hard to send outstanding information
and the majority of this was received by 19th May (6 weeks overdue from 12th April)
 Activity Template data refreshed module data which unexpectedly caused problems for the
team; this required a lengthy manual updating process.
 WRB pilot completed – awaiting evaluation.
 Team are busy inputting information into 10/11/database.
Technical

The deployment of the S+ Client has been completed. Apple Mac compatibility with running
the ET application is proving problematic for 2 academic faculty timetable users in FST. Tests
are ongoing but there is no fallback other than for them to use traditional PC’s. Scientia advise
that ET will not work on Macs.

WRB email alert issue was resolved 6/5 following a change request and WRB pilot completed
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28/5/10.

Database for 2010/11 is being populated by TSM in QA environment. Daily data feed from
SITS via ODBC operational. There was an incident 26/5 where Activity Template records
within S+ were overwritten with details from the corresponding Module (MAV) record in SITS.
The TSM team had to manually change these values back and ISMS agreed to disable the
mechanism to create/refresh these activity template records. This was caused by inadvertent
enabling of SPDA to process these records and was a learning point for the project.

StuTalk tests to import data from SITS to the SSIS Transdata database were completed on
the development server. Both ISMS and TSM were involved in this. The next step is to
complete the loading of the new packages into the QA system for final validation prior to
deployment to live. A change request is being prepared for this for submission 28/5 and for
implementation w/c 7 June. This has slipped from 5/3/10 now to early May due to the technical
issues experienced as stated in the April report. This means that we will no longer be reliant
on the current ODBC data connectivity method. (MR/RR)

Finalised documentation on the duplicate modules in database incident and sought input from
Scientia.

Work on Non-Functional Test strategy ongoing. (RR)

Rhys tested SWS scalability and verified that each server can cope with 50 concurrent users
per second and scalability can be further improved by additional web servers. These will be
implemented as part of a subsequent change. (RR)

Completed the Building of a test server from scratch and documented following Scientia
training on 21/4 and subsequent day in May. (100% complete).

Deletion Group Process understood by technical and TSM team this has been demonstrated
to TSM team.

Quote from Scientia for the renewal of their S+ maintenance is being progressed.
Procurement have confirmed that the 3% uplift has is reasonable.

Created 10/11 database container on live 27/5 following approval by CAB of the change
request.

Developed and tested a custom front end to securely present and access timetable data from
SWS into E-Vision. This slipped from the milestone date of 21/5 due to a bug found in SITS.
This is being progressed and a .Net equivalent has also been developed as a ‘Plan B
alternative. Mark White/Mark Rowland have agreed that we present both alternatives to
students. McRaymond to document the prototypes and Linda to show the alternatives to
students. (McR/LP)

Implemented change request for IP address changes on live system to ensure the
environment is secure. Downtime agreed on 18th May for this work. This only resulted in half a
day downtime although there was an issue with one of the ports not being allowed through the
firewall which was resolved quickly. (This prevented a minority of the non-TSM users being
able to access the license server)

The Project Team agreed to defer the upgrade of Syllabus + version EF3 until the timetable
has been published as this was considered too risky.
Training

Training held with Kim from Scientia on 13 and 20 May for TSM staff. Three further days
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earmarked in June for TSM – one of which for WRB refinements.

Additional day for Scientia to finalise Deletion Groups, reporting and documentation 11/5.

Additional handover training will be needed for Operational handover in July. (AC)

Training of some late notifications for Faculty TT’s in FHSC (TB)
General

Invoices paid for the 10 further days training/support from Scientia.


We estimate that a further 5 days will be needed - quote obtained from Scientia.
Curriculum revision information is not confirmed yet and TSM / Faculties and AO still dealing
with many changes (See risks)
New staff in TSM team started on 1/5.

Outlook for next period
Business Analysis

Work with Tasha to write up the ‘to-be’ business processes. (McR/TB)

Complete the Benefits realisation spreadsheet (McR)

Sign off checklist of functional requirements (McR/TB)

Present options to students W/C 1/6 and obtain their agreement to the two approaches
available for presentation of student timetable. (McR/TB/LP)

Produce questionnaire and assess success of WRB pilot and document findings. (McR/AB)
Technical

Continue to import module data from SITS into S+ in phases into 2010/11 database in QA
environment. (RR/BQ/MR)

Implement change request for StuTalk to export data from live SITS to the SSIS Transdata
database on QA w/c 7 June (MR/RR/TL).

Continue to progress SPDA (Syllabus Plus Data Adapter) link helper program from Scientia,
test and make operational. This has been hastened on several occasions following our
request on 2/3/10 and several emails between ISMS and Scientia to clarify the requirement.
This is now of major concern in view of ongoing delays. Meeting booked 2/6/10.
(Scientia/RR/BQ/MP)

Show prototype custom front end alternatives to TSM team (Using E-vision and .Net) to
securely present and access timetable data from SWS into E-Vision (McR 28/5)

Finalise test plan and commence Non functional testing to ensure that the system is resilient.
(RR)

Ongoing documentation of operational handover processes and procedures. Note: significant
progress has been made but a lot of documentation is necessary and this will take longer than
a month in total. (MR/RR/BQ)

Finalise the process for data imports from SITS of only that data necessary for timetabling e.g.
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staff changes, student module selections, monitor changes to SITS data and ensure replicated
in S+. (MR/McR/TB).

Commence documenting and run DR tests to ensure resilience on the live environment.
(RR/MR)

Improve SWS scalability by provisioning additional web servers. (RR)

Obtain clarification from Scientia regarding enhanced support quotation. Do we need this at a
cost of £30K for upgrades, monitoring and roll over support? (AC/LP Project team)

Agree training for Operational handover.
Actions for TSM team
 Populate 2010/11 timetable as information is received (deadline for T&RI forms was 12th April
2010 but some information was only received on the19th May)
 Begin scheduling timetables 7th June
 Write up pilot of WRB and document business process changes by 26/6. (McR/AB)




Timetable sent to faculty timetablers 5th July
All revisions sent to TSM team 23rd July
Final timetable signed off by faculties 28th July
Timetable released 30th July
Training

Three further days earmarked in June for TSM.
Meetings



Comms Group 1st June
Meeting with Matt Finney and technical team to discuss S+/SITS integration on 2 nd June
Steering Group 15th June
Linkages with Other Projects

AIBS recode – this is now on the horizon and if a date is agreed would impact the project. The
Steering Group has asked that this be deferred.

IS-0038 HR System project: Staff data held in S+ is dependent on the information maintained
in SITS (PRS) which in turn will be impacted by the HR System project. SITS PRS records are
currently not maintained and may need to be to considered / investigated under the HR
system. At this stage, we have sourced the staff data uploaded in to S+ from 3 systems –
Cyborg, SITS and Telephone directory. Some anomalies have been discovered with staff
being shown under the wrong Faculty/Service which will need to be manually updated. Latest
staff data updated from HR system and loaded into S+.

Online Module Enrolment – this will result in faster enrolment times and creation of SMOs
electronically via SITS which can be transferred into S+. (Level1 Sem1 students wef Sept 10.)

Survey Manager has included student feedback about Timetabling – we have received a
report on the response to date.

SMS to Students Project – The schedule of students on each instance of teaching event will
need to be replicated in SITS to ensure efficiency in sending SMS to students on timetable
related updated e.g. Lecture cancellations and change of lecture venue. The impact of any
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delays in implementing the link from S+ to SITS is that this will not be possible in July.

Students Absence Recording on SITS –SITS requires the timetabling data in order to support
Students Absence recording, attendance monitoring and engagement monitoring. Any
additional work for this will need to be funded outside of the TSM project outside the 3 days
agreed. This will not be an electronic process. The impact of any delays in implementing the
link from S+ to SITS is that this will not be possible in July

SITS Upgrade due 26/27 June. Need to test on the lead up to this. A test environment is
available for this using version A3.0 of SITS.

My.Anglia Phase2. Display of personal timetable by My Anglia. The impact of any delays in
implementing the link from S+ to SITS is that this will not be possible in July. The Steering
Group has agreed that this option be removed from the My.Anglia set of deliverables.
Key Risks
Potential Extent
of Impact
(H, M, L)
Likelihood of
Occurrence
(H, M, L)
Progress / Support Required
TSM-3 Anglia Ruskin
Architecture & Development
staff availability
(Rhys/McRaymond/Barbara).
H
H
The departure of Ed with all his
knowledge and training from
Scientia has made a large
impact on the project technical
resource. This risk likelihood
and impact is high and
increased to 5 as ISMS staff
catch up. A further day training
and server set up was held 21/4
and further knowledge transfer
has been held 26/4. Alec has
spoken to Gregor on 22/4 and
Gregor has confirmed that Rhys
been allocated full time on the
project from Apr to July. Impact
and Risk maintained as high as
there is still much to do. Update
at 12/5 Exec Board: Essential
that we have Martin Parker.
Ajay confirmed that Timetabling
will be prioritised.
TSM 4 - Timetable Integration
with Anglia Ruskin
Online/eVision.
M
M
The My.Anglia project is due to
display timetables for students
as a business as usual activity
based upon the current
timetable during end-April/May
2010. For this functionality to
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continue after the Timetabling
Project, a link between S+ and
SITS is essential. This is being
worked upon by the project but
is as yet not completed. There
is a risk that if this functionality
is delayed, we would have to
withdraw the display of
timetables via My.Anglia.
Mitigating action is for the
My.Anglia project not to display
timetables but to await the S+
link to be tested and
implemented. AC has spoken to
the My.Anglia Project Manager.
The impact of this to the
student is considered low
because we are coming to the
end of the academic year for
2009/10. Action: Project Board
to acknowledge this approach.
Update at Steering Group 21/4:
This was acknowledged and
accepted. The other impact is
that other strategic initiatives
such as SMS and Attendance
Monitoring would be impacted.
In the case of the former Les
James advised that this would
not be impacted as there would
be a manual process. Update at
12/5 Exec Board: Board aware
of impact and advise delivery of
timetable is a priority.
TSM 5 - Provision of Disaster
Recovery
M
H
The environments for DR
testing are being checked and
revisited. The technical team
have been in discussion with
Scientia about the DR approach
and impacts of a failure. Once
plans are in place we will
commence the tests during
June-July on the live system.
Update at Project Steering
Group 21/4: Mitigated Impact
and likelihood increased as the
live system will require a
technical change that will need
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some downtime. The impact on
the WRB pilot will need to be
assessed and ISMS to work
closely with TSM to ensure a
mutually convenient date. Out
of hours implementation was
discussed but may not be
feasible as tests would need to
be undertaken during office
hours. Action: RR. Update: We
are now taking half hourly
copies of the database image
following the database problem
on 27/4. Update at 12/5 Exec
Board: Essential downtime
necessary on18/5. Board
requested that communications
be sent out to affected users
with the right message. Action
AC/TB
TSM 8 - Changes to SITS
functionality during upgrades
may compromise Syllabus Plus
and affect timetabling.
M
H
Another SITS upgrade is due in
late June. Action: TSM / ISMS
testing
TSM 12 - Delay in provision of
data for the project.
H
H
Update 5/5 following HoD
meeting: Despite several
reminders to faculties TSM
team are still awaiting
completed forms and several
have changed. SB emphasised
the importance of returning
these urgently as the project is
seriously in jeopardy. The
deadline of 5/5 is now over a
month behind. This includes
School of Art and FHSC. This is
now becoming a project issue.
Update at 12/5 Exec Board: SB
confirmed that the data on nonvalidated modules will be in
SITS on Friday 14/5.
Outstanding faculty information
will also be provided – received
19/5. Risk still high due to the
delay.
TSM 22 – New Risk added at
Steering Group 17/11: Testing
identified that there is an issue
M
L
Any discrepancies found by
TSM team would be flagged to
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in that virtually everything
needs to be attached to a
department in order for it to
show in Enterprise Timetabler.
Hence staff, locations,
activities, student sets, etc
need to have a default
department. Also there is
inconsistency between
Faculties as to the definition of
‘Department’ (In Education the
term Unit is used which is not
the same as Department)
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the respective Service/Faculty.
Update 12/1 Exec Board:
Agreed status the same. A
protocol is needed and in the
meantime TSM to flag up any
discrepancies to Faculties for
amendment. Update: 21/4
Steering Group. Tasha has
produced a paper on Dept
naming. This was discussed at
Project Executive Board and
impacts are being ascertained.
TSM 23 - New Risk: Identified
at TTWG 19/1/10. TSM project
deadlines could be affected by
areas outside of the project
e.g. AQRSC meeting is
discussing dates.
H
H
Update 21/4 Steering Group.
Tasha advised that after a
meeting with AIBS was held on
Weds 14.4.10 all outstanding
information was provided to
TSM (bar one pathway) by end
Thurs 15.4.10, the outstanding
pathway came in on Friday 16th
and queries are being followed
up. The module catalogue has
been updated with the
information provided and AIBS
are to ensure students engage
in making their module choices
Mon/Tues/Weds of w/b 19.4.10.
At the Steering Group on 21/4,
Les advised there were still
likely to be changes to modules
even into Semester 2. Update
at 12/5 Exec Board: Status
same as information still
awaited following curriculum
review. Update: Information
received in SITS 14/5.
TSM 24 New Risk: Identified at
TTWG 19/1/10. That the pilots
did not fully test the capacity of
the system. Although there
were a lot of good lessons
learnt from the pilots, there are
still a lot of unknowns.
M
M
Mitigation: As timescales do not
allow us to extend the pilots,
the only course of mitigating
action is to ensure that the
lessons learnt from the pilots
are well documented and fully
understood by the project team.
Update 14/4: A significant
amount of learning has come
out of the pilot but there are
new areas that we need to test
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as part of the roll-out of the
timetable. This includes testing
and implementation of links
from and to SITS and the new
Web Room Booking pilot. Much
of this is new and we have a
new technical team with a steep
learning curve. Mitigating action
is to ensure that we have set up
proper Development, QA Test
and Live Environments with
documented processes and to
train the team. The risk is
therefore increasing and
mitigated likelihood increased
to 3.
H
Update at 12/5 Exec Board: SB
confirmed that non-validated
modules will be added to SITS
by 14/5. This has been
achieved. Thus risk reducing as
modules now (belatedly) carried
across to S+.
Key Project Issues
Priority
(H, M, L)
Progress / Support Required
See risk 12 above. Delay in provision of data for
the project
H
SB has asked all faculties to
ensure that outstanding forms
are provided urgently. Update:
Outstanding forms provided
19/5/10.
See risk 23 above. Agreed that this is now a project
issue.
H
Sandy to raise at CMT. Done
TSM 26: Added at Project
Steering Group 21/4. Module
Changes following the
Curriculum Review are likely to
continue for some months and
it is unlikely that modules will
be validated before we need to
timetable them. Tasha has
suggested that in order to cope
with late validated modules
(from May/June events) they
need to be created manually in
S+ for scheduling to occur
H
Linda /Sandy to raise to Lesley
Dobree and Project Executive
Board. Meetings of senior staff
to determine how best to
mitigate impact. Update: Non
Validated modules now added
to SITS 14/5
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Key Technical Issues
Priority
(H, M, L)
Progress / Support Required
017: ET crashes when multiple activities are
selected.
M
Triaged as Level 2 – CAS04878-VGBZ. Update 05/01:
SPF sent: Update 12/01
possibly due to calendar control
not finishing repainting the
screen quickly enough. Advice
is to click buttons s-l-o-w-l-y.
Impact reduced to Medium as
there is a possible work-around.
Scientia will still progress this
though. Update from Martyn
8/4/10: This needs to be fixed.
Believed to be in latest release
from Scientia. MR to check.
028 :Unable to ‘see’ bottom of Portal screen – can’t
select Databases or Logout button
M
Affects more than one user.
Browser window does not show
scroll bars. Users can
sometimes ‘TAB’ the bottom of
the screen into view. Continue
to progress with Scientia.
034: Can ET run on an Apple Mac?
M
Answer is no. 2 Faculty TT’s
affected. PC’s to be used
instead.
Change Requests
Status
Priority
(H ,M ,L)
Progress / Support Required
SWS publish pilot faculty timetables
via ANET
Approved
by CAB
H
Implemented
Rollout of S+ Client to Faculty
Timetablers
Approved
by CAB
24/2
H
Implemented
Implement WRB to FHSC
Peterborough and Fulbourne.
Approved
by CAB
H
Implemented 8/4/10
Syllabus Plus ‘Web Room Booking
Notifier’ fault resolution
Approved
by CAB
H
Implemented 6/5 MR/LA
Implement improvements to resilience.
Approved
by CAB
H
Implemented 18/5
Create 2010/1 TSM database
container on live
Approved
by CAB
H
Implemented by 27/5 –
Martyn/John
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TSM StuTalk Publish
Approved
by CAB
H
Due for implementation
28/5/10. BQ,ZM
Load SSIS packages on live on 9/6/10
Submitted
to CAB
H
Approve the CR on 3/6/10.
Implement 9/6/10
Migrating data from QA to live
In draft
H
Approve CR on 3/6/10. Agree
date with TSM team.
VARIANCE
RAG
Budget Variance
Green
Schedule Variance (time)
Red
REASON
GREEN. No issues identified so far – MAGIC is showing a
committed and spent figure of £442,191 against a budget
of £556,000 as at 27 May 2010 plus we have a figure of
£29,847 not yet added by finance giving a spent and
committed predicted spend of £472,038 as at end-July 10.
This includes predicted ISMS consultancy and 10 days
additional consultancy ordered from Scientia. It now also
includes actual E&FM backfill resources that E&FM expect
to allocate and spend from the project between Feb to
July 2010 as provided by Linda Parkes. In f/yr 10/11 from
August to December we anticipate a spend of £31,000 on
staffing for residual work on the project.
Note: E&FM have allocated budget for the part renewal of
Celcat to meet the cost of the first annual S+/Microsoft
software maintenance renewal due in May 2010. The cost
of S+ maintenance renewal after this year will need to be
agreed corporately as Sandy has advised this should be
institutionally funded rather than from E&FM budgets.
Not all T&R forms and staff constraint forms were received
by the deadline of 12/4 and the remainder were received
19/5/10. With this delay to provision of a complete set of
information the scheduling process for 2010/11 academic
year timetable cannot be started and TSM team are
working hard to catch up. Any further hitches will put the
release date of 30th July in jeopardy.
In view of workload, the Project Board has agreed to defer
the implementation of Web Data Collection until after
2010/11 timetable is published – see milestones section.
Also, decision made by steering group on 21/4 to move
implementation of Web Room Booking to Aug/Sept 10 –
see milestones section.
Resource Variance
Amber
There is a need for ongoing business analysis relating to
the project in terms of benefits, timetable display options,
impact on other processes, etc.
Ed’s departure has meant more involvement from Barbara
Quinlan, Rhys Roberts and Martin Parker as well as
additional time from Scientia.
Mitigating actions:

Agreement has been reached to extend Martyn
Reason’s contract until end-December 2010
funded by the project.
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Scope Variance
Amber
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
Gregor has agreed that Rhys be allocated full time
on the project from April to end July and his time
has been booked.

We have extended the contract of McRaymond
until the end of May and we are predicting 10
days per month chargeable to the project until end
July. An in-house Business Analyst has now been
recruited but they have been allocated to other
work.

Purchased 10 additional days from Scientia. We
are planning to order 5 additional days for
support/training during this critical period.

The availability of Martin Parker to work on the
delivery of the timetable via e-Vision is also a risk.
In view of the significant amount of work involved and the
shortness of time available to get ready to publish the
timetable, Steering Group agreed at meeting 21/4/10 that
if there is a conflict, we focus on delivery of the timetable
to students rather than getting the data back into SITS.
This approach was also endorsed by Steve Bennett at the
May Project Executive Board. The impact of this will be on
SMS, Attendance Monitoring, My Anglia Phase 2.
Mitigating actions:

Ensure that the PM’s responsible are aware:
Rebecca Donnelly, Les James and Angie Heffer
have been informed.

Do not deliver personal timetables in My-Anglia
Phase 2. This has been agreed with the PM for
this project.

Quality Variance
Amber
Stakeholder Issue
Green
Risk Level
RED
Continue to hasten Scientia and schedule the
work to get data back into SITS as a parallel
activity of the project. This has been hastened and
a meeting with Scientia scheduled for the early 2
June.
Data analysis ongoing and some Department information
is not available. See risks. Mitigating action is for TSM
team to flag up the Faculty concerned any issues.
Mitigating action is also to understand all the data interrelationships following findings from the pilot.
Staff data has been cleansed as far as we are able and
Martyn has uploaded into S+ and also copied to Terry
Down in HR so the latest consolidated data is available.
No issues identified. All stakeholders have been engaged
through the Communications Plan. Presentations provided
at Five Lakes and a HoD meeting was held on 5th May.
The schedule for producing the timetable is still seriously
at risk because University AO deadlines although defined
as being 22nd March are not being achieved. The
Curriculum Review will mean that information will only
become available much later in SITS. Many pathways are
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awaiting validation and have no module codes on SITS
therefore students cannot be registered on these modules.
Note: this is an organisational change which was not
envisaged when the project was started.
Mitigating action was to ensure that Academic Office add
all unvalidated modules to SITS. This was done in the
main for all known modules on Friday 14th May but some
are expected from FHSC.
SB hastened HoDs at meeting 5/5 about delays in
providing the missing Timetabling and Rooming forms.
These were received as late as 19/5.
Staff availability also remains a risk to the project as
raised at the Project Executive Board. Mitigating actions
are being addressed as shown under resources section.
The recent database issue with Activity Template data has
also put pressure on both the technical and TSM teams.
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